CREATE A NEW POSITION:

Also determine how to fund the new position ("salary justification") which your Department Head must review and approve as well.

Submit the completed Position Description form to your Department Head for review and approval.

After receiving the Department Head's approval, forward the following to the Chief Financial Officer (CFO) for review and approval:

the original signed Position Description form;

the salary justification information; and

a copy of the department organizational chart.

If approved, the CFO signs off on the Position Description and forwards it to the Sr. HR Generalist for classification.

Within 5 business days of receipt of the Position Description form, the Sr. HR Generalist reviews and classifies the new position. You will receive a Classification Memo from the Sr. HR Generalist containing the results of the classification review.

Once you receive the Classification Memo, immediately forward it to your departmental HR Contact who will create the new position in GMS.

After all the necessary information is input into GMS to create the new position, GMS automatically routes this new position submission to collect the required approvals which are (in order): HR Partner, Finance Partner and CFO.

Your HR Contact is responsible to monitor and manage the approval process and makes sure the necessary approvals are obtained within 2 business days.

Once GMS acquires all the necessary approvals, the HR Contact receives notification in GMS that the process to create a new position is now complete.

RECLASSIFY AN EXISTING POSITION:

If this reclassification is expected to result in a change in the position’s salary, determine how to fund the reclassified position (“salary justification”) which your Department Head must review and approve as well.

Submit the newly completed Position Description form along with the existing Position Description form, if available, to your Department Head for review and approval.

After receiving the Department Head’s approval, forward the following to the Chief Financial Officer (CFO) for review and approval:

the original, signed new Position Description form;

the existing Position Description form (for the position prior to the reclassification), if available;

the salary justification information, if applicable, and

a copy of the department organizational chart.

If approved, the CFO forwards the approved copy to the Sr. HR Generalist for reclassification.

If the reclassification involves an increase in salary for the incumbent, the CFO must notify the Payroll Manager of the salary increase and the effective date.

Within 5 days of receipt of the new approved Position Description form, the Sr. HR Generalist reviews and classifies the Position Description, and assigns a class code and pay grade. You will receive a Classification Memo from the Sr. HR Generalist containing the results of the classification review.

Once you receive the Classification Memo, immediately forward it to your departmental HR Contact who will modify the existing position in GMS.

After all the modifications are made, GMS automatically routes this reclassification submission to collect the required approvals which are (in order): HR Partner, Finance Partner and CFO.

Your HR Contact is responsible to monitor the approval process and makes sure the necessary approvals are obtained within 2 business days.

Once GMS acquires all the necessary approvals, the HR Contact receives notification in GMS that the process to reclassify an existing position is now complete.

POST A POSITION AND ACCESS ONLINE APPLICATIONS

Attach the position summary and the minimum requirements for the position to the Recruitment Request section of the form. You can take this information directly from the Position Description form.

Submit the completed Position Justification/Recruitment Request form to the Department Head for review and signature.

After receiving the Department Head’s approval, forward the original signed copy to the Chief Financial Officer (CFO) for approval to post the position.

Within 5 days, the CFO reviews the Position Justification/Recruitment Request form and if approved, s/he forwards the form to the Sr. HR Generalist.

Within 2 days of receipt of the CFO’s approved form, the Sr. HR Generalist posts the approved job on the Georgetown University HR website. It is viewable online immediately. These postings are also included in Washington Jobs.com at no additional cost to the department. External websites also ‘sweep’ our job site and place our job postings in various sites across the internet. Job postings will be up for a minimum of 5 business days.

INTERVIEW CANDIDATES

As the Hiring Manager, you are responsible for interviewing applicants for the vacant position in your department. The goal of the recruitment process is for the candidate pool to be sufficiently qualified, experienced and diverse to enable the selection of several applicants for interviewing. If this goal is not achieved, contact the Sr. HR Generalist to discuss additional or alternative recruitment methods.

During the interviews, make sure to tell the candidates that the University conducts a pre-employment screening comprised of checking references, a health/drug screening (required for certain positions), a criminal background check, and in some cases, a credit check.

Inform the candidates that if they are selected as the finalist, they must give their consent to conduct the background check. The University utilizes an online system to administer the background checks which requires a valid email address. The background check consent form will be emailed to the candidate with further instructions.

Explain to candidates that all offers of employment are conditional, based on successful completion of the pre-employment screening.

MAKE AN OFFER & COMPLETE FINAL PRE-EMPLOYMENT STEPS

Once you make a decision and select a candidate to hire, extend an oral offer of employment to him/her. The oral offer needs to be confirmed with a written offer letter. Contact your Sr. HR Generalist for the standard offer letter template and with any assistance in negotiating the offer.

The offer letter template contains important language about classification, benefits, probation, orientations as well as background checks and other pre-employment screening which must be part of any offer letter.

Once the candidate accepts the employment offer, complete the final pre-employment steps that may include, but are not limited to, checking references and conducting background checks and health/drug screens if required for the position. Contact your Sr. HR Generalist for more information on completing the required pre-employment steps.

Obtain from the finalist and check at least two professional references and document these reference checks for your files (NOTE: you must check references for both internal and external applicants). See the guidelines Reference Checking and Sample Reference Questions on the Georgetown University HR webpage. Prior to contacting any references, advise the candidate that their references will be checked.

The background check is conducted by a third party vendor based on the information provided in the Recruitment Summary form (see Close the Recruitment Process section #3 for details). The background check usually takes 48 to 72 hours to process and the results will be emailed to you from Human Resources.

CLOSE THE RECRUITMENT PROCESS

Notify the candidates who were interviewed but not selected that the position has been filled.

Either call or send an email, depending on the circumstances. See your Sr. HR Generalist for guidance and rejection letter templates, if needed.

Once the offer is accepted and the pre-employment steps have been successfully completed, contact the Sr. HR Generalist to close the recruitment process, begin the new hire paperwork (see Onboarding a New Hire section for details), and complete an evaluation form about the recruitment process that will be emailed to you from Human Resources.

Information from one government-issued ID is a mandatory component in the process of completing the Hire Employee process in GMS. Please make sure that the New Hire is aware of this requirement, which is detailed fully in the onboarding Passport.

After the NetID is created, an IST member will contact the New Hire and provides his/her NetID, LawMail email address and the temporary passwords with instructions on how to consolidate them into one password.

Provide the New Hire with the necessary supplies/uniforms/resources/equipment.

When the New Hire has his/her NetID, direct him/her to log into GMS to finish the GMS onboarding process using the "Checklist for New Administrative Employees". Required steps include completing Federal tax elections, updating emergency contact information and work information as well as setting up direct deposit.

Make sure the New Hire gets his/her University GOCard. Reference the onboarding Passport.